At Bernicia Group (Bernicia), we’re committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. Our policy applies to information about applicants, customers and other service users. By giving Bernicia your information or by using our website you are confirming that you’re agreeing to be bound by this policy.
We may change this policy from time to time so we recommend that you occasionally review this privacy statement to ensure you are aware of any changes and how your information may be used. Any questions about this policy and our privacy practices can be made by emailing firstname.lastname@example.org, telephoning: 0344 800 3800, or writing to: Bernicia Group, Oakwood Way, Ashwood Business Park, Ashington, NE63 0XF.
Who are we?
Bernicia Group (Bernicia) is a registered provider of social housing and a developer of affordable housing products whose registered office is Bernicia Group, Oakwood Way, Ashwood Business Park, Ashington NE63 0XF.
Bernicia is registered with the Information Commissioner’s Office as a Data Controller under reference ZA329579. We have an appointed Data Protection Officer (DPO) to oversee our processing of personal information.
Why do we collect and store personal information?
We need to collect, process and store personal information about you and other household members or sometimes relatives* in order to fulfil our obligations as a social landlord and to deliver efficient and effective services.
*When you provide information about household members or relatives, it is your responsibility to ensure this is done with their full knowledge and consent.
How do we collect information about you?
The methods by which we collect personal information are:
How do we manage your personal information?
Processing of your personal information will be undertaken in accordance with the principles of the UK Data Protection Act 2018 (the Act) and the EU General Data Protection Regulation (the Regulation).
Access to personal information is restricted to authorised individuals on a strictly need to know basis. We will treat your personal information fairly and lawfully and we will ensure that information is:
We are committed to keeping your personal details up to date and we encourage you to inform us about any changes needed to ensure your details are accurate. To help us to ensure confidentiality of your personal information we may ask you security questions to confirm your identity when you call us and as may be necessary when we call you.
We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so. Anyone calling on your behalf may also be subject to security questions to ensure we’re taking adequate steps to protect your personal information.
We may apply markers to your information (for example, in relation to your vulnerability or health status) to enable us to tailor and deliver services to you. We only hold records during the period of our relationship with you and for a set period afterwards to allow us to meet our legal obligations including resolving any follow up issues between us.
What information do we hold about you?
The information we hold on our records concerns our relationship with you. For example:
This list is not exhaustive, as we hold records of most contacts we have with you, or about you, and we process this information, so we can deliver services to you.
Generally, the information we hold will have been provided by you (on application or enquiry forms or when we communicate with you), but we may also hold information provided by third parties where this is relevant to your housing circumstances for example from social workers and health professionals (such as doctors and occupational therapists).
We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact our ability to provide some services to you if you refuse to provide information that stops us from doing so.
The types of information collected from you can be categorised as:
This information could be used to identify you as an individual:
Sensitive personal information / special category information
In order to access some Bernicia services and for legislative purposes it may be necessary to collect your sensitive personal / special category information, which may include:
Criminal convictions and offences
To manage anti-social behaviour it may be necessary for applicants and existing tenants to disclose their unspent criminal convictions and offences.
Personal contact information
This is the information that you have given us in order that we are able to contact you, this includes:
Account log in information
If you set up an online account with ‘My Bernicia’ this would refer to the username, password and answers to the security questions you would use to manage your online account.
This is the information you voluntarily share with us about your experiences of Bernicia and includes unsolicited comments, suggestions and feedback which is typically collected in surveys, contact forms
What is the lawful basis for processing information?
Our legal bases for processing your information for all the above purposes are:
Under what circumstances will personal data be shared?
Normally, only our employees will be able to see and process your personal information. However, there may be times when we will share relevant information with third parties. When sharing personal information, this will be done on a strictly need to know basis and we will comply with all aspects of the Data Protection Act and the General Data Protection Regulation.
Sensitive information about health, sexual orientation, race and religion is subject to particularly stringent security and confidentiality measures. Such information may be used for equality and monitoring purposes.
Where necessary or required, we may share your personal information as follows:
This list is not exhaustive as there are other circumstances where we may also be required to share information, for example:
How will personal information be protected?
We are committed to ensuring your information is secure. At all times Bernicia will take technical and organisational measures to protect the confidentiality and securing of personal information, irrespective of the method of collection.
Will personal information be transferred internationally?
We do not envisage transferring any information about you or relating to you who is located outside of the European Economic Area other than indicated above and we have a commitment from our business partners and data processors that they will honour this commitment.
What about children’s data?
Children’s data is collected and processed in accordance with the information above. Parents, guardians and adults acting in place of a parent are expected to ensure that children they are responsible for are aware of how their personal information will be processed by us.
What rights do I have about my personal information and how it is used?
You have rights under the Data
Protection Act and the General Data Protection Regulation regarding the information Bernicia processes about you.
These rights include:
This is a more formal process than, for example, requesting something like a copy of your rent statement. Our staff will explain when your enquiry falls under the Subject Access Process.
How long will personal data be kept?
We will only hold your data for as long as reasonably necessary and in line with our Data Retention Schedule. This does mean that your data may be retained for a period of time after you have stopped using Bernicia’s services.
For further information on how to request your personal information and how and why we process your information, you can contact us using the details below:
Phone: 0344 800 3800
In writing: Data Protection Officer, Bernicia Group, Oakwood Way, Ashwood Business Park, Ashington, NE63 0XF
The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body and one of their primary functions is to administer the provisions of the UK Data Protection Act 2018 and the EU General Data Protection Regulation. You also have a right to lodge a complaint about any aspect of how we are handling your data with the ICO and can do so at the following address:
Phone: 0303 123 1113
In writing: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF